On last Saturday's Tech Guy radio show, Leo Laporte and I talked about some of the basics of David Allen's Getting Things Done system. For most regular visitors to 43 Folders, this is going to be very introductory stuff, but I think it may be useful to folks who are getting started or are just curious about what "GTD" even means.

My segment appears from about 00:59:30 to about 1:08:45. Here's a link to an MP3 of the show, plus a few of the items that were mentioned in the segment:

Speaking of other skills that can be utilized in any job and career is time management. The majority of students never really learn to value their time and mange it while in school. Procrastination is all too rampant (studying right before class, doing homework and essays the day it’s due, partying the night before the exam). This lack of time management often carries over into adulthood, which becomes a major liability.

Learn to make a to do list. Learn to prioritize. Learn to break things down into 30 minute blocks of time. Learn about actionable items. David Allen’s GTD system is your best friend here along with Dan Kennedy’s No B.S Time Management. Again if you’re unfamiliar with these people, Google is your best friend, but I’m sure the majority of readers will know what I’m talking about.

What would you add to the list of skills you think should be taught in school?

I first heard about The War of Art from David Allen during our GTD podcast series last year. I finally picked up a copy a couple months back and read it in an evening. Like a lot of self-help books, it's longer than it needs to be (and it's not actually very long to begin with), but it does make some great points about what its author calls "resistance."

Resistance can be thought of as anything that pulls us away from doing the work we know is most important to us. It takes many forms (including procrastination, fear, distraction, and negative self-talk), but the effect is often similar: we find or permit all kinds of barriers to keep us from becoming the person we want to be, or from completing the thing we really want to make. Whether that's being a published author, a composer, a playwright, or a painter, our impulse to create constantly battles an impulse to do something else, or to do nothing -- to not upset our weirdly comfy stasis.

This book came up twice in my recent interview with Jonathan Coulton; both in part one and today's recently released part two. Jonathan strikes me as someone who has, so far, succeeded at talking down the resistance he'd faced, and now he's doing what he's great at, and, in his words, he's working hard to become the kind of "true person" that he wants to be for his daughter.

I enjoyed this post by Drew McCormack on how he discovered GTD and has started using it for his work as a scientist:

The thing to realize is that most people don’t get lessons in organizing themselves at school or college, and they certainly haven’t been prepared for the rapid pace of modern life. GTD is nothing more than a few lessons on how best to organize things. At the center of it all is what could be regarded as a multi-dimensional ToDo list. The idea is to get every project you have, however big or small, out of your head and into the list. That allows you to relax about things, and be more productive at the same time.

"Multi-dimensional ToDo list." I'm totally stealing that.

Also, I mention it here because this post provides that rarest of voyeuristic nerdthrill: getting to peek at how someone else is using Kinkless!

Any tips or stories from the science nerds out there on how GTD is and isn't working for you?

Since the Bronze Age of personal productivity, conventional wisdom has taught us the importance of priority in deciding how to plan and use our time. And, in the abstract, anyhow, that notion of putting your time and attention into those things that are the most valuable to you seems so "obvious" as to be a tautology, where "productivity = acting on priorities." (Of course, whether people's execution of the things they claim are important always maps to their stated intentions is another matter for another post a really big book.)

But, we can probably agree that in the post-Lakein world of productivity and time management, everything from Covey's Quadrants to the Pareto Principle to the four criteria to -- what? I dunno -- firewalking, has been used to help us train our attention on the things that need us most and provide the greatest value in our world. Priority.

As promised, I wanted to start sharing some of the reasons I’ve been digging Stikkit, so I thought I’d begin at the beginning: Stikkit’s use of “magic words” to do stuff based on your typing natural (albeit geeky) language into a blank note. There's a lot more to Stikkit than magic words, but this is a great place to start. (And, yeah, future posts will be more about how to implement stuff with Stikkit, but it's worthwhile to start with the mechanics.)

[Note: this is one of those posts that you might want to print out]

So let’s say I want to schedule lunch with my old roommate, Jake, during a notional trip to Sarasota later this week. I might create a new blank stikkit then add the following contents:

Lunch with Jake at The French Hearth
on Friday at 11:30
directions: http://map.example.com/76868/
We talked about this on the phone !1/30 @ !12:50pm (see: {123456})
Jake Short 850-555-1212
share jake@example.com myadmin@example.com
remind us all
@appointments travel Sarasota JakeShort p:social

Ok, first — and as usual with my infamously over-the-top demos — there’s a lot more going on here than is strictly necessary (e.g., I could have just typed “Lunch with Jake on Friday at 11:30” and been done with it). But, since this is partly about showing the flexibility of multiple magic words in action, I wanted to demonstrate to you how that crapload of text up there turns into this finished and functional Stikkit:

After the cut are a couple more detailed pics, followed by an explanation of what’s happening in my example, as well as an Unofficial Stikkit Cheat Sheet.

My head swims with the number of Mac GTD apps that have sprung up over the last year or so, one of which is the Quicksilver-friendly Actiontastic. Although I haven't spent more than a few minutes playing with Actiontastic, as described by Podophile it appears to merit a look for Hipster PDA-centric iPod fans:

Syncing to my iPod is obviously another big feature for me. At the click of a button, all of your Projects and Context Lists are sent to your Notes folder, making it easy to review them anywhere you happen to be. Obviously, you can’t add or edit items directly with your iPod, but that’s why I always carry my Hipster POD with me. It’s easy enough to input any new items when I get back to my computer.

While OmniFocus is under development (and yes, friends, I have seen it: it is actual software that does things), we Kinkless users will have to make do as we can for now. And while I still find my own kGTD setup oddly stable given its byzantine under-the-hood workings (think: innards of Cylon Raider meets Brazil's pneumatic tubes), there are definitely times when I crave just a bit more canonical GTD functionality.

One of the most vexing shortcomings in kGTD (God bless it) is the lack of a formal Project list -- one easy location to glance just all of the obligations and desirable outcomes that are on your horizon, without reference to the tasks that comprise them. David Allen has repeatedly said that the project list is critical (as I recall, his quote in our interviews was "...the Project list is king."), and, honestly, lacking an all-in-one Project list for your weekly review is kind of like sitting down to the SATs without your two sharpened #2 pencils.

My solution for this has two components -- one mostly behavioral and one mildly technical. Both are squirrely and lofi and your mileage may vary. As ever.

Matt Cornell has posted some useful notes on emerging best practices for doing GTD with an administrative assistant. There's some practical and thoughtful stuff here, and I recommend having a look.

While I have a gut feeling most 43f readers probably don't have/are not a dedicated admin, I know that most of you do work on teams and do have support staff (or are support staff). And one of the constant themes I hear from people is the need for more advice on how to implement GTD practices outside one's own half-acre (here's my interview with David Allen about just that issue). Articles like Matt's can be useful in considering how information might flow with less friction in your workplace. Great way to get the conversation going, for sure.

I think the theme I like best here may have virtually nothing to do with GTD, strictly speaking, but has everything to do with informal standards, team culture, and divisions of labor. As David said numerous times in our recent interviews, you want to get to the point where you don't need to interrupt one another to trust that any new input makes a responsible entry into a team member's world. But that requires certain shared expectations and, in many cases, a physical external system that everyone understands and utilizes.

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